FAI BOD Minutes: December 2015

MINUTES OF THE REGULAR MEETINGOF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at 7:10 p.m. on December 18th, 2015, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

no updates, need to have a meeting with Jim, potentially after the holidays

Committee Updates

PW Committee

Working on 2016 budget, intown storage options, quotes for professional road construction for new site, equipment movement; need to work out how to update committee membership; charter edits are done and will be sent to the Board

Land Search (sub)Committee

We got land! Reviewing property in conservancy, the property is likely to be removed as a result of communication with the commissioner; renamed to “Land Committee”

Sent out Alchemist on 18 Dec, checking in with web-team to work to get site up fast, will wrap up and pass along to the 2016 board, notice of user-purge for unauthenticated accounts, ticket system review done, fixing email forwarding for consolidated functions; Knowledge Training for “How To Send Out The Alchemist” is an upcoming thing.

Community Outreach Committee Update

Lots of opportunities, more in new business

Budget

CFO Tareq is working on the budget now, hopes to have prelims on Monday based on 2015 numbers; looking at expenses for last half of year since first half precedes his term. Working on a sustainable ongoing Budget system that can be maintained. Working on a manual for the new CFO.

Sexual Harassment Policy

talked about during the retreat; Tabled to the 2016 board.

Committee write ups

tabled to online discussion and reading for January vote.

Retreat

Survey overview; responses were mostly positive, wanted things to be longer and include more social time, closer to Atlanta; Some wanted a second between the major events; Jessica will type up prelim Strategic Plan from the notes of the Board breakout

Length of President’s term [Officers terms, Bylaws sec 4.1]

Treasurer - offer assistance to Stacia if she desires it

V. NEW BUSINESS

Approval of Outreach Committee EOY donations

$10,000 in donations

Passed by Consensus (Tunna absent)

Changing the name of EMS

Work with the teams to find a better team name

Conflict resolution policy

Board will act as intermediaries, if needed. Otherwise act as chairs to work via intra-committee communication

With terms beginning Jan 1, 2016, and ending Dec 31, 2017, with a periodof transition, as new voting Directors.

Passed by Consensus

Thundertix 12/24/2015 Renewal

Renewal on 12/24; Proof of Concept for offline scanner system being analyzed. Brown Paper Tickets and ThunderTix both seemed good, but the difference in the two was how they assess cost, and who back-end processing can be. Possibility of doing named tickets. Tix wasn’t all that good.

Motion by Jessica to change Credit Card Processors to Authorize.Net; Seconded by Anna; Passed by Consensus

Motion by Communications to allow ThunderTix to renew; Passed by Consensus

2016 Calendar

First date is to close the calendar changes on 21 Dec 2015; 2016 EC is working on their calendar and can add dates to the Board calendar, too.

Board needs to read and review and add or adjust dates as soon as possible.

Notice to Amend:

The Board serves notice under 8.1.1 of the Bylaws of the intent to amend the bylaws of the organization, as follows:

Amend Section 3.9 to strike the phrase “each consisting of two or more Directors,” and replace with “each with at least one Director as a member,”

Amend section 4.1 to strike “of two (2) years” and replace with "to serve a term as established by vote of the Board of Directors at the time of appointment that does not exceed 12 months"

Passed by Consensus

Bank Statement - Current as of 12/18/2015

Org$66,959.89

Event: $34,367.56

APW:$2,775.76

Money Market:$25,011.51

Paypal: $0.00

President suggesting NLT $15,000 Reserve Contribution

CFO would like to sweep the money from all side accounts to the Org account for re-disbursement in 2016.